Administrative Assistant.1010337

Job Description

• Assist with the Student Services general administration and office support for daily operations as well<br>as special events or activities.<br>• Assist the Line Manager with various projects, presentation materials and follow through on issues<br>in a timely manner.<br>• Record and track all external requests to participate in competitions, exhibitions, conferences as well<br>as follow up upon requests and nominations from the other academic departments.<br>• Support the “Trip Manager” on logistical/clerical duties/responsibilities regarding student local and<br>international travel.<br>• Coordinate all administrative functions with sports services providers, functions include but are not<br>limited to reservations, payment follow‐ups, players‐list &amp; details, managing students’ requests.<br>• Support the sport teams administrative needs like purchases (T‐shirts, gifts etc.), sport events,<br>correspondence, invitations and other similar activities.<br>• Place ‘Purchase Requisitions’ on behalf of Student Services for all purchases, follow up upon invoices,<br>reimbursements and arrange payment pickups.<br>• Provide clerical support to the Student Council, record their minutes, monitor their responsibilities,<br>and alert the Director of Student Services of concerns.<br>• Develop a database of students academic projects for immediate reference when requested for<br>exhibitions etc.<br>• Facilitates all means of communication with the students by emails, SMS, phone calls as well as<br>delivering official letters, collecting documents from the students and forwarding them to the<br>appropriate person/division of the department.<br>• Assist with departmental requirement of basic translations and preparations of bilingual material.<br>• Review and summarize miscellaneous reports and documents, preparing background documents as<br>necessary<br>• Effectively design, maintain and update filing system, ensuring protection,security and confidentiality<br>of all files, records and reports<br>• Attend Management, other meetings and taking minutes, as directed.<br>• Adhere to the University’s information security and confidentiality policies and procedures, and<br>report breaches or other security risks accordingly<br>• Coordinate with other departments to facilitate the accomplishment of tasks and responsibilities, as<br>and when needed<br>• Perform any other tasks assigned by the Line Manager